financial management calendar - Kentucky Department of Education

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10 Νοε 2013 (πριν από 3 χρόνια και 11 μήνες)

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FY 2013 Financial Management Calendar




1


July

A
ttendance

B
udget

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase
Orders &
Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates

Record of Daily
Attendance (PA
-
2)

BEGIN NEW YEAR
PROCESSING


Roll
Accounting Period
(BGL
-
2)

Review
Accumulators

(PR
-
PER
-
2)

Begin processing New
Year P.O.’s

DAILY


Perform
dbbackup option #1
(OSA


8)

Perform
depreciation
once a year
, if
done in July

Fidelity (Performance) Bond and Bond
of Depository due to KDE

1st

Teacher’s Monthly
Attendance
Report (PA
-
3)

Set Holding
-
year open
flag (BGL
-
2)

1
st

working day

Notification of
Reemployment of
Certified Staff with
best estimate of
salary (KRS 161.760)
45 Days before
School Starts for
Students

Prove encumbrances
at end of

year

WEEKLY


Perform
dbbackup option #3
(OSA


8)

Add new,
remove retired
and adjust
assets

Certification of Transportation Mileage


Bus Use Report to KDE

8
th


Local district tax levies as available


Continue Preparing for
Year End Close (BGL
-

2)

Run KTRS Report
Before Step Increase


MONTHLY


Perform
dbbackup Options #
1 & #5 (OSA


8)

Reconcile fixed
asset module to
G/L module

KTRS Retiree Employment Report to
KTRS

13
th


Perform Month


End
Processing for June
including full tables
valida
tion

(BGL
-
1)

Update Payroll for
New Year Grants &
Extra Service


DURING YEAR END
CLOSING



Perform dbbackup
options # 1 & # 5

(OSA
-
8)


KTRS Report Due to KTRS

(PR
-
STW
-
3)

15
th


Run Annual Project
Budget Reports

Perform Step
Increase


Shut down RS6000

(OS
A


8)


CERS Annual Report Due to CERS

(PR
-
STW
-
2)

20
th


Close Fiscal Year,
which includes budget
completions (BGL
-

2)

Mass Post Accruals

(PR
-
PER
-
3)




Tax Collector’s Report and
Reconciliation Due to KDE

25
th


Run the Annual
Financial Report





Unaudite
d Annual Financial Report
(AFR)/Balance Sheet Report Due to
KDE

25
th


4
th

Working Day Each
Month


SEEK EFT






CDIP 4
th

Quarter Expenditure Report
due to KDE

25
th








Federal Cash Requests to KDE







KY New Hire Report to KY New Hire
Operations
Center in Wisconsin (42


FY 2013 Financial Management Calendar




2

July

A
ttendance

B
udget

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase
Orders &
Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates

U.S.C. 653 Sec 453)

(PR
-
STW
-
7)

20 days after hire







AFTER EACH PAYROLL

KTRS remittance to KTRS

15 days after


Federal tax call in


State tax mailed

Federal Reimbursement File to KDE
(PR
-
STW
-
12)







PAYROLL MO
NTHLY

Start Monthly Report to KRS (KY
Retirement System) (PR
-
STW
-
1)

10th







PAYROLL QUARTERLY

941 Report to IRS

31st


Unemployment Report to KY
Unemployment Insurance

(PR
-
STW
-
8)







PAYROLL WEEKLY

Create KHRIS Term file for automatic
submission to
KHRIS

By COB Tuesday







Local tax reports as required








Special Education Exiting and Discipline
Data Files for IDEA due to Division of
Learning Services by 31st




FY 2013 Financial Management Calendar




3


August

Attendance

B
udget

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase
Orders &
Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates

Record of Daily
Attendance (PA
-
2)

4
th

Working Day Each
Month


SEEK EFT



DAILY


Perform
dbbackup option #1
(OSA


8)

Add new,
remove retire
d
and adjust
assets

Federal Cash Requests to KDE

Teacher’s Monthly
Attendance
Report (PA
-
3)

Perform Month


End
Processing for July
including full tables
validation

(BGL
-
1)



WEEKLY


Perform
dbbackup option #3
(OSA


8)


KY New Hire Report to KY New Hi
re
Operations Center in Wisconsin (42
U.S.C. 653 Sec 453)

(PR
-
STW
-
7)

20 days after hire

Verify
transportation
codes

Post/Run AFR in
Newspaper or on WEB



MONTHLY


Perform
dbbackup Options #
1 & #5

(OSA


8)


AFTER EACH PAYROLL

KTRS remittance to KT
RS

15 days after


Federal tax call in


State tax mailed


Receive Certified
Property Assessment
and Tax Rate (Aug.


Dec.)



Shut down RS6000

(OSA


8)


Federal Reimbursement File to KDE
(PR
-
STW
-
12)


Schedule Tax Rate
Hearing if Required
(Aug.


Dec.)





PAYROLL MONTHLY

Start Monthly Report to KRS (KY
Retirement System) (PR
-
STW
-
1)

10th







PAYROLL WEEKLY

Create KHRIS Term file for automatic
submission to KHRIS

By COB Tuesday


Submit Levied Tax
Rates to KDE (Aug.
-
Dec.)





Local District Tax Levies a
s available


Begin Preparing
Working Budget











FY 2013 Financial Management Calendar




4


September

Attendance

B
udget

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase
Orders &
Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates

Rec
ord of Daily
Attendance (PA
-
2)

4
th

Working Day Each
Month


SEEK EFT

Prepare PSD’s and
CSD’s as of Sept. 15


DAILY


Perform
ddbackup option #1
(OSA


8)

Add new, retire,
and adjust
assets

Working Budget Report Due to KDE

30
th

Teacher’s Monthly
Attendanc
e Report
(PA
-
3)

Perform Month


End
Processing for August
including full tables
validation (BGL
-
1)



WEEKLY


Perform
dbbackup option #3
(OSA


8)


CERS SOY Report due to CERS

(PR
-
STW
-
2)

30
th



Continue Preparing
and Finalize Working
Budget

(STW
-
GL
-
4)



MONTHLY


Perform
dbbackup Options #
1 & #5

(OSA


8)


Federal Cash Requests to KDE


Adjustments to School
Council Allocations for
Changes in Salary and
Enrollment 15
th



Shut down RS6000

(OSA


8)


KY New Hire Report to KY New Hire
Operations Ce
nter in Wisconsin (42
U.S.C. 653 Sec 453)

(PR
-
STW
-
7)

20 days after hire


Receive Certified
Property Assessment
and Tax Rate (Aug.


Dec.)



Change the ROOT
password


AFTER EACH PAYROLL

KTRS remittance to KTRS

15 days after


Federal tax call in


Stat
e tax mailed



Federal Reimbursement File to KDE
(PR
-
STW
-
12)


Schedule Tax Rate
Hearing If Required
(Aug.


Dec.)



Perform murefresh



PAYROLL MONTHLY

Start Monthly Report to KRS (KY
Retirement System) (PR
-
STW
-
1)

10th







PAYROLL WEEKLY

Creat
e KHRIS Term file for automatic
submission to KHRIS

By COB Tuesday


Submit Levied Tax




Technology Activity Report due to KDE



FY 2013 Financial Management Calendar




5

September

Attendance

B
udget

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase
Orders &
Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates

Rates to KDE (Aug.
-
Dec.)

30
th



LEA to Receive
Tentative State SEEK
Projection for Current
Year from KDE





Local district
tax levies as available





FY 2013 Financial Management Calendar




6


October

Attendance

B
udget

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase Orders
& Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates

Determine
Dropouts

1
st


4
th

Wo
rking Day Each
Month


SEEK EFT

Review Accumulators

(PR
-
PER
-
2)

Prove encumbrances
for quarter

DAILY


Perform
dbbackup option #1
(OSA


8)

Add new, retire
and adjust
assets

Notification on Motor Vehicle Rate Due
to Revenue Cabinet

1
st

Record of Daily
Att
endance (PA
-
2)

Perform Month
-
End
Processing for
September including
full tables validation

(BGL
-
1)

Open Enrollment for
Health Insurance

(PR
-
PER
-
7)


WEEKLY


Perform
dbbackup option #3
(OSA


8)

Reconcile fixed
asset module to
G/L module

VT
-
1 application fo
r transportation of
vocational students due to KDE

1
st


Teacher’s Monthly
Attendance Report
(PA
-
3)

Run Quarterly Project
Budget Reports



MONTHLY


Perform
dbbackup Options #
1 & #5

(OSA


8)


PSD’s and CSD’s Due to KDE

1
ST


Receive Certified
Property As
sessment
and Tax Rate (Aug.


Dec.)



Shut down RS6000

(OSA


8)


CDIP 1
st

Quarter Expenditure Report
due to KDE

25
th



Schedule Tax Rate
Hearing if Required
(Aug.


Dec.)





CPA Audit Extension Due to KDE

1
st


Initiate Process of
Projecting
Enrollment/
ADA for
Next School Year





KY New Hire Report to KY New Hire
Operations Center in Wisconsin (42
U.S.C. 653 Sec 453)

(PR
-
STW
-
7)

20 days after hire


Initiate Annual Needs
for Next School Year





Federal Cash Requests

Local district tax levies as ava
ilable


Revise Allocations to
School Councils for
Changes in ADA

for
second month
adjustments





AFTER EACH PAYROLL

KTRS remittance to KTRS

15 days after


Federal tax call in


State tax mailed

Federal Reimbursement File to KDE
(PR
-
STW
-
12)



FY 2013 Financial Management Calendar




7

October

Attendance

B
udget

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase Orders
& Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates


Revi
se Allocations to
School Councils for
Changes in SEEK for
second month
adjustments





PAYROLL MONTHLY

Start Monthly Report to KRS (KY
Retirement System) (PR
-
STW
-
1)

10th







PAYROLL QUARTERLY

941 Report to IRS


31st


Unemployment Report to KY
Unemploym
ent Insurance

(PR
-
STW
-
8)







PAYROLL WEEKLY

Create KHRIS Term file for automatic
submission to KHRIS

By COB Tuesday







Local tax reports as required




FY 2013 Financial Management Calendar




8


November

Attendance

B
udget

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase Orders
& Accou
nts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates

Record of Daily
Attendance (PA
-
2)

4
th

Working Day Each
Month

SEEK EFT

Process Employee
Deduction Changes
for Health Insurance

Prepare New Debt
Service Sch
edule

DAILY


perform
dbbackup option #1

(OSA


8)

Add new, retire,
and adjust
assets

Growth Factor Report due to KDE

1
st

Monthly
Attendance Report

(PA
-
3)

Perform Month
-
End
processing for Oct
including full tables
validation (BGL
-
1)



WEEKLY


Perform
db
backup option #3

(OSA


8)


Non Academic Data Report due to KDE

1
st



Post auditor
adjustments & send
new AFR to KDE



MONTHLY


Perform
dbbackup option # 1
& #5 (OSA


8)


School Bus Purchase Authorization
Form to KDE

15
th



Receive Certified
Property

Assessment
& Tax Rate (Aug

Dec)



Shut down RS6000

(OSA


8)


CPA Audit Report & School District
Audited AFR/Balance Sheet Report &
School District Statement of
Certification To KDE

15
TH


Schedule Tax Rate
Hearing if Required
(Aug


Dec)





Transporta
tion Growth Factor
Adjustment Form to KDE

1
st



Submit Levied Tax
Rates to KDE (Aug
-
Dec)





KY New Hire Report to KY New Hire
Operations Center in Wisconsin (42
U.S.C. 653 Sec 453)

(PR
-
STW
-
7)

20 days after hire


Continue Annual
Needs Assessment for

Next School Year





AFTER EACH PAYROLL

KTRS remittance to KTRS

15 days after


Federal tax call in


State tax mailed


Begin Preliminary
Budget Development
for Next School Year





Federal Reimbursement File to KDE
(PR
-
STW
-
12)


Confirm/Adjust KDE
Esti
mates of District
Data for Next Year’s
Forecast SEEK
Calculation





PAYROLL MONTHLY

Start Monthly Report to KRS (KY
Retirement System) (PR
-
STW
-
1)

10th







PAYROLL WEEKLY

Create KHRIS Term file for automatic


FY 2013 Financial Management Calendar




9

November

Attendance

B
udget

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase Orders
& Accou
nts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates

submission to KHRIS

By COB Tuesday


Submit

Levied Tax
Rates to KDE (Aug.
-
Dec.)









FY 2013 Financial Management Calendar




10


December

Attendance

B
udget

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase Orders
& Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates

Record of Dail
y
Attendance (PA
-
2)

4
th

Working Day Each
Month SEEK EFT


Prepare for W
-
2
Processing


DAILY


Perform
dbbackup option #1
(OSA

8)

Add new,
remove retired
and adjust
assets

IDEA B Child Count as of Dec 1
st

due to
KDE

15
th








IDEA Special Education Perso
nnel Data
due along with Child Count on

15th

Teacher’s Monthly
Attendance Report
(PA
-
3)

Perform Month
-
End
Processing for
November including
full tables validation

(BGL
-
1)

Begin Working on
Salary Schedule


WEEKLY


Perform
dbbackup option #3
(OSA


8)


State Preschool Enrollment Count as of
Dec 1
st
due to KDE


15
th



Complete Annual
Needs Assessment for
Next School Year



MONTHLY


Perform
dbbackup Options #
1 & #5

(OSA


8)


Technology Tools Readiness Survey to
KDE

1st


LEA to Recei
ve
Forecast State SEEK
for Next School Year



Shut down RS6000

(OSA


8)


Federal Cash Requests to KDE


Continue Budget
Development for Next
School Year

Draft Budget



Change the ROOT
password


KY New Hire Report to KY New Hire
Operations Center in Wiscon
sin (42
U.S.C. 653 Sec 453)

(PR
-
STW
-
7)

20 days after hire


Receive Certified
Property Assessment
& Tax Rate (Aug

Dec)



Schedule Tax Rate
Hearing if Required
(Aug.


Dec.)



Perform murefresh



AFTER EACH PAYROLL

KTRS remittance to KTRS

15 days afte
r


Federal tax call in


State tax mailed


Submit Levied Tax
Rates to KDE (Aug.
-
Dec.)





PAYROLL MONTHLY

Start Monthly Report to KRS (KY
Retirement System) (PR
-
STW
-
1)

10th







PAYROLL WEEKLY

Create KHRIS Term file for automatic


FY 2013 Financial Management Calendar




11

December

Attendance

B
udget

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase Orders
& Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates

submission to KHRIS

By COB Tuesday







Federal Reimbursement File to KDE
(PR
-
STW
-
12)




FY 2013 Financial Management Calendar




12


January

Attendance

B
udget

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase Orders
& Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency

Due Dates

Record of Daily
Attendance (PA
-
2)

4
th

Working Day Each
Month


SEEK EFT

Review Accumulators

(PR
-
PER
-
2)

Prove encumbrances
for quarter

DAILY


Perform
dbbackup option #1
(OSA


8)

Add new,
remove retired
and adjust
assets

KEES Report for Fall G
raduates due to
KDE

15
th


Monthly
Attendance Report
(PA
-
3)

Perform Month
-
End
process for Dec.
including full tables
validation (BGL
-
1)

Process W
-
2’s

Process 1099’s


Reconcile fixed
asset module to
G/L module

CDIP 2
nd

Quarter Expenditure Report
due to KD
E

25
th


Verify
transportation
codes

Run Quarterly Project
Budget Reports



WEEKLY


Perform
dbbackup option #3
(OSA


8)


Federal Cash Request due to KDE


Finalize Draft Budget
and review by Local
Board

31
st




MONTHLY


Perform
dbbackup Options #
1 & #5

(OSA


8)


KY New Hire Report to KY New Hire
Operations Center in Wisconsin (42
U.S.C. 653 Sec 453)

(PR
-
STW
-
7)

20 days after hire





Shut down RS6000

(OSA


8)


AFTER EACH PAYROLL

KTRS remittance to KTRS

15 days after


Federal tax call in


State t
ax mailed







PAYROLL MONTHLY

Start Monthly Report to KRS (KY
Retirement System) (PR
-
STW
-
1)

10th







PAYROLL QUARTERLY

941 Report to IRS

31st


Unemployment Report to KY
Unemployment Insurance

(PR
-
STW
-
8)









PAYROLL WEEKLY

Create KHRIS Term fil
e for automatic
submission to KHRIS

By COB Tuesday







Federal Reimbursement File to KDE


FY 2013 Financial Management Calendar




13

January

Attendance

B
udget

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase Orders
& Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency

Due Dates

(PR
-
STW
-
12)








Local tax reports as required.








IDEA

B Maintenance of Effort Due to
KDE 30
th




FY 2013 Financial Management Calendar




14


February

Attendance

B
udget

C
ycle

&

G
eneral Ledger

MUN
IS

P
ayroll

MUNIS

P
urchase Orders
& Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates

Record of Daily
Attendance (PA
-
2)

4
th

Working Day Each
Month


SEEK EFT



DAILY


Perform
dbbackup option #1
(OSA


8)

Add new,
remove retired
and adjust
assets



Federal Cash Requests to KDE

Teacher’s Monthly
Attendance Report
(PA
-
3)

Perform Month
-
End
Processing for January
including full tables
validation

(BGL
-
1)



WEEKLY


Perform
dbbackup option #3
(OSA


8)


KY
New Hire Report to KY New Hire
Operations Center in Wisconsin (42
U.S.C. 653 Sec 453)

(PR
-
STW
-
7)

20 days after hire


Forecast Ending GF
Balance for Board



MONTHLY


Perform
dbbackup Options #
1 & #5

(OSA


8)


AFTER EACH PAYROLL

KTRS remittance to
KTRS

15 days after


Federal tax call in


State tax mailed



Any Revisions of

Staffing Policy or
Guidelines Shall be
Adopted by the Board
and Must be Submitted
to KDE by March 1
st



Shut down RS6000

(OSA


8)


PAYROLL MONTHLY

Start Monthly Report to KRS

(KY
Retirement System) (PR
-
STW
-
1)

10th







PAYROLL WEEKLY

Create KHRIS Term file for automatic
submission to KHRIS

By COB Tuesday


Prepare Allocations for
School Councils





Federal Reimbursement File to KDE
(PR
-
STW
-
12)





FY 2013 Financial Management Calendar




15


March

Attendance

B
ud
get

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase Orders
& Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates

Record of Daily
Attendance (PA
-
2)

Tentative
Staffing
Allocations

Due to
School
Counci
ls by 1
st



DAILY


Perform
dbbackup option #1
(OSA


8)

Add new,
remove retired
and adjust
assets


Federal Cash Requests to KDE

Teacher’s Monthly
Attendance
Report (PA
-
3)

4
th

Working Day Each
Month SEEK EFT





WEEKLY


Perform
dbbackup option #3
(OSA


8)


KY New Hire Report to KY New Hire
Operations Center in Wisconsin (42
U.S.C. 653 Sec 453)

(PR
-
STW
-
7)

20 days after hire


Perform Month
-
End
Processing for
February including full
tables validation

(BGL
-
1)



MONTHLY


Perform
dbbackup Options #
1 &
#5

(OSA


8)


AFTER EACH PAYROLL

KTRS remittance to KTRS

15 days after


Federal tax call in


State tax mailed




KISTA Bus Sale
Resolution Adopted by
Local Board



Shut down RS6000

(OSA


8)


PAYROLL MONTHLY

Start Monthly Report to KRS (KY
Retirement S
ystem) (PR
-
STW
-
1)

10th







PAYROLL WEEKLY

Create KHRIS Term file for automatic
submission to KHRIS

By COB Tuesday





Change the ROOT
password


Federal Reimbursement File to KDE
(PR
-
STW
-
12)





Perform murefresh










FY 2013 Financial Management Calendar




16

April

Attendance

B
udget

C
y
cle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase Orders
& Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates

Record of Daily
Attendance (PA
-
2)

4
th

Working Day Each
Month


SEEK EFT

Review Accumulators

(PR
-
PER
-
2)

Prove encumbrances
for quarter

DAILY


Perform
dbbackup option #1
(OSA


8)

Add new, remove
retired and
adjust assets

CDIP 3
rd

Quarter Expenditure Report
due to KDE

25
th


Teacher’s Monthly
Attendance
Report (PA
-
3)

Perform Month
-
End
Processing
for March
including full tables
validation (BGL
-
1)

KRS 161.760
Notification of
Reemployment of
Cert Staff

30
th


WEEKLY


Perform
dbbackup option #3
(OSA


8)

Reconcile fixed
asset module to
G/L module

Federal Cash Requests due to KDE


Begin prepa
ring
Tentative Budget

KRS 161.750(2)

Notice of non
-
renewal for certified
staff

30
th



MONTHLY


Perform
dbbackup Options #
1 & #5

(OSA


8)


KY New Hire Report to KY New Hire
Operations Center in Wisconsin (42
U.S.C. 653 Sec 453)

(PR
-
STW
-
7)

20 days af
ter hire


Run Quarterly Project
Budget Reports

KRS 161.011

Notice of non
-
renewal for classified
staff

30
th



Shut down RS6000

(OSA


8)


AFTER EACH PAYROLL

KTRS remittance to KTRS

15 days after


Federal tax call in


State tax mailed


Finalize EOY Proje
ction
on GF





PAYROLL MONTHLY

Start Monthly Report to KRS (KY
Retirement System) (PR
-
STW
-
1)

10th


LEA to Receive
Notification from KDE
of Final State SEEK





PAYROLL QUARTERLY

941 Report to IRS 31st


Unemployment Report to KY
Unemployment In
surance

(PR
-
STW
-
8)








PAYROLL WEEKLY

Create KHRIS Term file for automatic
submission to KHRIS

By COB Tuesday







Federal Reimbursement File to KDE
(PR
-
STW
-
12)







Local tax reports as required





FY 2013 Financial Management Calendar




17


May

Attendance

B
udget

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase Orders
& Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates

School calendar
for upcoming
school year
approved by LEA


15
th


4
th

Working Day of
Each Month


SEEK EFT


KRS 16
1.760
Notification of
Certified Staff
Reduction of Duties
90 Days before
School Starts for
Students

Begin processing Next
Year P.O.’s (Optional)

DAILY


Perform
dbbackup option #1
(OSA


8)

Add new, remove
retired and
adjust assets


Salary Supplement Appli
cations for
National Board Certification
Reimbursement and Speech
Language Pathologist and Audiologist
due to KDE

1
st


Record of Daily
Attendance (PA
-
2)

Perform Month
-
End
Process for April
including full tables
validation

(BGL
-
1)

KRS 161.760
Requires Sal
ary
Notification to
Certified Staff 45
Days before School
Starts for Students

Clean
-
up Purchase
Orders for Year End

WEEKLY


Perform
dbbackup option #3
(OSA


8)


State Preschool EOY Supplemental
Count due to KDE

15
th


Teacher’s Monthly
Attendance
Report
(PA
-
3)

Complete Creation of
Fund 2 Accounts for
the Next Year



MONTHLY


Perform
dbbackup Options #
1 & #5

(OSA


8)


Tentative Budget to Local Board and
KDE

30
th


Finalize Tentative
Budget



Shut down RS6000

(OSA


8)


CPA Audit Contracts & Audit
Accept
ance Statements to KDE

31
st


Approve Salary
Schedule at Board
Meeting





Certification of transportation for
home trips for Resident pupils of
KSD/KSB due to KDE

31
st



Audit Contract
Approved by Board





Certification of transportation for
daily trips

for pupils attending
KSD/KSB due to KDE

31
st



Staffing Allocations
Final Due to School
Councils

1
st





Federal Cash Requests


Complete Creation of
Fund 2 Accounts for
the Next Year





KY New Hire Report to KY New Hire
Operations Center in Wisconsin

(42
U.S.C. 653 Sec 453)

(PR
-
STW
-
7)

20 days after hire







AFTER EACH PAYROLL

KTRS remittance to KTRS



FY 2013 Financial Management Calendar




18

May

Attendance

B
udget

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase Orders
& Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates

15 days after


Federal tax call in


State tax mailed







PAYROLL MONTHLY

Start Monthly Report to KRS (KY
Retirement System) (PR
-
STW
-
1)

10th







PAYROLL WEEKLY

Create KHRIS Term file for automatic
submission to KHRIS

By COB Tuesday







Federal Reimbursement File to KDE
(PR
-
STW
-
12)




FY 2013 Financial Management Calendar




19


June

Attendance

B
udget

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase Orders
& Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates

Record of Daily
Attendance (PA
-
2)

4
th

Working Day Each
Month


SEEK EFT


KRS 161.760
Requires Salary
Notification to
Certified Staff 45
Days before School
Starts for S
tudents

Continue Processing
Next Year P.O.’s
(optional)

DAILY


Perform
dbbackup option #1
(OSA


8)

Add new,
remove retired
and adjust assets


School Calendar Due (upcoming year)
to KDE


30th

Teacher’s Monthly
Attendance
Report (PA
-
3)

Perform Month
-
End
Process for May
including full tables
validation (BGL
-
1)


Continue Processing
Current Year P.O.’s

WEEKLY


Perform
dbbackup option #3
(OSA


8)

Perform
depreciation
once a year
, if
done in June

Amended School Calendar due
(current year) to KDE

30
th



Pr
epare for Year End
Close



MONTHLY


Perform
dbbackup Options #
1 & #5

(OSA


8)


Superintendent’s Annual Attendance
Report Due to KDE (SAAR)

30
th





Shut down RS6000

(OSA


8)


Safe Schools Data Report Due to KDE

30
th





Change the ROOT
password


KEES

Report due to KDE

30
th






Perform murefresh



Home/Hospital Forms due to KDE

30
th








Transportation Adjustment Form EOY
Report due to KDE

30
th








Amendments to contracts for non
-
resident students due to KDE

30
th








VT
-
2 District Annual C
laim


Reimbursement for transporting
Vocational Students due to KDE

30
th








District Assurances for Improvement
Planning due to KDE by email

30
th








Federal Cash Requests to KDE







KY New Hire Report to KY New Hire
Operations Center in Wisco
nsin (42
U.S.C. 653 Sec 453)

(PR
-
STW
-
7)



FY 2013 Financial Management Calendar




20

June

Attendance

B
udget

C
ycle

&

G
eneral Ledger

MUNIS

P
ayroll

MUNIS

P
urchase Orders
& Accounts
Payable

MUNIS S
ystem

A
dmin
. (Unix)

F
ixed

A
ssets

KDE OR O
ther Agency
Due Dates

20 days after hire







AFTER EACH PAYROLL

KTRS remittance to KTRS

15 days after


Federal tax call in


State tax mailed








PAYROLL MONTHLY

Start Monthly Report to KRS (KY
Retirement System) (PR
-
STW
-
1)

10th







PAYROLL WEEKLY

Create KHRIS Term file for automatic
submission to KHRIS

By COB Tuesday







Capital Funds Request Form

30
th







Federal Reimbursement File to KDE
(PR
-
STW
-
12)







Preschool Annual Performance Report

30
th







Preschool
Program Approval Report

30th




Kentucky Department of Education (KDE)

Division of District Support

District Financial Management Branch

Source: KDE’s Divisions

Generated: 6/11/12